Office Assistant

It’s never been a more exciting time to join Vistra. 

At Vistra our purpose is progress. We believe that our clients have the power to change the world and to do great things for global progress, and we exist to remove the friction that comes from the complexity of global business – to help our clients achieve progress without friction.

But progress only happens when people come together and take action. And we’re absolutely committed to building a culture where our people can do just that. 

We have an exciting opportunity for you to join our team as an Office Assistant. Reporting to the Head of Serviced Offices and Facilities Management, this full-time and permanent position is based in our Barcelona office and offers local coverage, allowing you to make a significant impact to our business and it’s growth.

This role supports the effective day-today functioning of Vistra Barcelona by managing reception duties, coordinating client and visitor interactions, and providing general administrative support. 

You will be responsible for managing the reception area and providing front-office support to staff, clients, and visitors. Duties include handling inquiries, coordinating appointments, and performing administrative tasks to support the smooth operation of the Barcelona office.

Key Responsibilities:

• Prepare and/or review the resolutions, agreements, power of attorney and other documents related to legal transactions and coordination with third party service providers;
• Coordinate, review and prepare the legal documentation for approval and adoption financial statements as well as coordination of assistance of auditor;
• Identify the compliance risks and share with Client lifecycle team;
• Handle daily management of client entities and corporate legal matters under supervision of a manager of Senior Legal Services Lawyer and in accordance with Dutch corporate law and regulations;
• Client files are being maintained properly, through timely and accurate drafted, reviewed and revised corporate legal documentation;
• Provide timely and accurate administration and coordination of deadlines of corporate legal matters in cooperation with Senior Legal Services Lawyer, or manager;
• Identify the legal and fiscal aspects, queries and problems issues of client structures and proposed transactions and consult with the third parties for advice if needed;
• Proactively identify any potential (Director's) liabilities;
• Proactive and professional (verbal and written) communication with clients, shareholders, advisors and other relevant parties concerning legal matters;
• Build and manage professional business relationships with clients.

Key Requirements:

• Manage the reception area, greeting visitors and clients in a professional and welcoming manner and ensuring a positive first impression of the company.
• Handle incoming calls, emails, and inquiries, directing them appropriately and providing accurate information or assistance where required.
• Coordinate appointments, meetings, and visitor access, including maintaining meeting room schedules and ensuring rooms are prepared and presentable.
• Provide administrative support such as preparing basic correspondence, scanning, filing, data entry, and assisting with document handling for internal teams.
• Assist with the preparation and organisation of documents, including supporting the local office with simple administrative tasks connected to filings, mail handling, and document distribution.
• Carry out other related duties as may reasonably be required to support the smooth functioning of the office.

Attributes and Technical Skills:

• Excellent verbal and communication skills and strong client-service orientation.
• Highly organized and detail-oriented, strong time-management skills, ability to prioritise multiple tasks efficiently, dependable and punctual.
• Proactive in identifying and resolving issues, comfortable with taking initiative when required, calm under pressure and able to manage unexpected situations.
• Flexible and able to adapt to changing priorities, willingness to learn new process and systems.
• Proficient in Microsoft Office (Word, Excel, Outlook, PowerPoint).
• Basic knowledge in accounting (bank reconciliation, etc).
• Experience with office equipment (telephone system, printers, scanners, postage machines).
• Fluent in English.

Relevant Experience:

• Minimum of 2 years relevant experience.

Company Benefits:

If you are excited about working with us, we encourage you to apply or have a confidential chat with one of our Talent Acquisition team members. Our goal is to make this a great place to work where all our people can thrive. We hope you join us on this exciting journey!